J045--Grease Trap Maintenance Base 4

Request for Quote (RFQ) #: 36C25926Q0516 Grease Trap and Sand/Oil Separator Cleaning and Maintenance RMR VAMC This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in RFO part 12, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. * The deadline for all questions is 4:00pm ET, August 28, 2026. All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation. ** Quotes are to be provided to Christopher.Hollingsworth2@va.gov no later than 12:00pm ET, September 3, 2026. Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award. This is a Request for Quote (RFQ) and the solicitation number is 36C25926Q0516. The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01 effective March 13, 2026.. The North American Industrial Classification System (NAICS) code for this procurement is 562998 with a small business size standard of 16.5 Million. This solicitation is a 100% set-aside for Service Disabled Veteran Owned Small Businesses (SDVOSB). List of Line Items; Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Grease and Sand Trap Cleaning & Maintenance Quarterly Base Year POP: 9/30/2026 9/29/2027 4 QTR $ $ 1001 Grease and Sand Trap Cleaning & Maintenance Quarterly Option Year 1 POP: 9/30/2027 9/29/2028 4 QTR $ $ 2001 Grease and Sand Trap Cleaning & Maintenance Quarterly Option Year 2 POP: 9/30/2028 9/29/2029 4 QTR $ $ 3001 Grease and Sand Trap Cleaning & Maintenance Quarterly Option Year 3 POP: 9/30/2029 9/29/2030 4 QTR $ $ 4001 Grease and Sand Trap Cleaning & Maintenance Quarterly Option Year 4 POP: 9/30/2030 9/29/2031 4 QTR $ $ Grand Total $ Description of Requirements for the items to be acquired; PERFORMANCE WORK STATEMENT (PWS) PM Grease Trap and Sand/Oil Separator Cleaning Contract General Information 1. GENERAL: This is a non-personal services contract. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. 1.1 Description of Services/Introduction: Contractor shall provide all labor, equipment, and materials necessary to pump and scrape two (2) each grease separators on a quarterly basis at Rocky Mountain Regional VA Medical Center (RMRVAMC). This service shall be performed for base year as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. 1.2 Background: The Point of Contact (POC) shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The POC is ultimately responsible for the final determination of the adequacy of the contractor s performance. 1.3 Objectives: Grease separators at Rocky Mountain Regional Medical Center shall be serviced the first Tuesday of every quarter, excluding federal holidays. Whenever a federal holiday occurs on that first Tuesday, the service will be performed the Wednesday following the holiday unless otherwise scheduled through the VA POC at a time for the first week of the month. Sizes: Rocky Mountain Regional Medical Center Parking Visitor North (PVN); 3000-gallon grease trap for Nutrition and Food Services (patient kitchen) 1500-gallon oil sand trap for parking garage storm sewer. These are located in the lower level of PVN (loading dock area). Rocky Mountain Regional Medical Center Parking Visitor South (PVS); 3000-gallon two compartment grease trap for Veteran s Canteen Service (cafeteria) 1500-gallon two compartment sand oil trap for parking lot storm sewer. These units are located on level 2 of PVS. The contractor shall perform this work IAW normal industry practices that follows Joint Commission and CDC Guidelines such as: Visually inspecting the trap for clogs, blockages, or wear. Record grease and solids accumulation. Remove manhole covers and baffles (if needed) Skim off floating grease and oils Removal of Grease and Garbage:Â The contractor is required to pump out and remove all water, grease, garbage and other matter that has accumulated since the last service in accordance with the schedule. The contractor shall scoop/remove solid food particles that have settled in the bottom. The contractor shall pressure clean traps and expose all four sides and the bottom completely. Scrubbing & Maintenance: The contractor shall make sure baffles are clean and in good working order and reinstall baffles and covers securely. The contractor shall clean inlet/outlet pipes to prevent clogs. The contractor shall inspect for damage, leaks, or signs of malfunction. Disposal of Grease:Â The Contractor shall be responsible for removal and disposal of all grease, garbage and debris from VA property in accordance with applicable laws, ordinances and regulations of Federal, State and local guidelines. Waste Disposal Manifests and disposal documentation showing amounts disposed of will be provided to the POC immediately after each service. The contractor shall note the date, time, conditions, and maintenance performed in a grease trap log, which is required for health inspections. As a part of the cleaning, inspect and make a written report on any abnormal conditions found. 1.4 Scope: Maintain the grease separation systems at the PVN and PVS buildings at RMRVAMC. There may be times when some grease separators may require additional cleaning on an as needs basis due to additional use. Historically this only occurs one (1) time per year. The contractor shall be given a minimum of one (1) weeks notice. In the event that, at least one (1) week notice cannot be given, the contractor will be given as much notice as reasonably possible. The contractor shall provide as needed cleaning based on a quarterly rate. Contractor shall supply reports of all tasks completed. 1.5 General Information: All work shall be coordinated at least two (2) weeks prior to starting work with the designated POC. 1.5.1 Quality Control: The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The The QCP will demonstrate how the contractor will implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor s QCP is the way they assure themselves that their work complies with the requirement of the contract. The QCP will be provided with the contractor s proposal if it is an evaluation factor. When any changes are made to the QCP, three copies of a comprehensive written QCP shall be submitted to the CO and VA POC within 5 working days. After acceptance of the QCP the contractor shall receive the contracting officer s acceptance in writing of any proposed change to the QC system. While performing this work the contractor shall be subject to onsite inspections by the POC. If the work is found to be in violation of specification requirements, the Contracting Officer will issue a stop work order until the violation is resolved. Standby time and expenses required to resolve the violation shall be the contractor expense. Surveillance Checklist Rocky Mountain Regional VA Medical Center Task PWS Reference Standard Acceptable Quality Level Method of Surveillance Routine Maintenance Section 1.3 Perform routine maintenance per OEM standards and as requested in SOW for PVN/PVS Grease Traps 100% Compliance Periodic Inspection by Government POC Additional/ Unscheduled Cleaning Services Section 1.5 Perform additional cleaning as needed within 1 week notice 100% Compliance Periodic Inspection by Government POC Quality Control Services Provided Section 1.5.1 Plan provided within 30 days of contract award to ensure non-recurrence of defective services 100% Compliance Inspection by Government POC Reporting of Work Section 1.4 Detailed reports of services and maintenance provided within 10 business days 90% Compliance Periodic Inspection by Government POC Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at Department of Veterans Affairs Rocky Mountain Regional VA Medical Center Aurora, CO 80045 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition Any award made as a result of this solicitation will be made on an All or Nothing Basis. State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract. If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be verified and visible in the SBA Small Business Certification (SBS): https://search.certifications.sba.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award. Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Submission of quote shall include the following volumes: (I) Technical capability or quality of the item offered to meet the Government requirement; (II) Price; (III) Past Performance; and (IV) Completion of VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction. Volume I - Technical capability or quality to meet the Government requirement. The offeror shall submit its quote demonstrating how it meets the requirements of the performance work statement (PWS) and solicitation, to include the quality control plan (see in PWS 1.5.1). Volume II Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. Volume III Past Performance Offerors shall provide a maximum of three (3) recent and relevant past efforts (as defined below) to demonstrate their ability to perform the proposed work. If a completed Contractor Performance Assessment Reporting System (CPARS) evaluation is available, it shall be submitted. If not providing CPARS evaluation past performance references must include contract numbers